How to Create a Bookings Page

Staff can create a Bookings page for other users to schedule meetings and sign-up for events. To create a Bookings page, please follow these directions:

1. Log into Microsoft 365 online https://www.microsoft365.com 

2. Click on the menu waffle in the upper left-hand corner and select 'Bookings' from your App list. 

If you do not see Bookings, click 'Explore all your Apps' and under you Microsoft App icons click 'All apps'. Then select 'Bookings'.

3. Under 'Shared booking pages' click '+ Create booking page'.

4. You will be prompted to either create a brand-new page from scratch or clone another Bookings page that you have already created.

To create a brand-new page, click 'Create from scratch'.

1. Step 1 of 4 Give your booking a name that describes the meeting or event then click next.

2. Step 2 of 4, if you have someone who should help administer the site or will be a meeting presenter, etc. invite them here. You can invite them later as well.

3. Step 3 of 4, you can edit the service details here or later in the services set up.

4. Step 4 of 4, choose the appropriate choice of who will be able to book appointments for the meeting invite.

5. Click Create.

To clone a previous Bookings page, select the Bookings page you want to clone. You can edit the specific details later. If will prompt you to select whether you want to clone staff, customers, and services. Only select what you want to be cloned.

A new page will open letting you know the bookings service has been created, click get started to edit further details.

Use the navigation pane on the left, to edit features of the meeting.

Click on the Booking page button and click on the copy icon to copy the Bookings page link.

You can also edit the default scheduling policy, the hours of availability, the color theme, and the time zone. 

Be sure to save any changes you make.

The Customer button will populate on its own when people use your Bookings page to schedule meetings or sign-up for events.

The Staff button is where you can add any staff that need to have access to view, edit, or manage the Booking page, or that will be notified when people sign up for the service(s).

1. Add new staff by clicking on 'Add new staff'.

2. In the search field, start typing in the name of a staff member you want to add. The directory will auto populate names. Click on the name once it appears in the drop-down menu. If you do not see the staff member auto populate, click 'Search Directory' from the drop-down menu. You can also select a color for that staff member.

3. Select the role and rights you want the staff member to have. 

4. Adjust the rest of the settings for the staff member. 

a. If you do not want the staff member to be notified of every individual who schedules to attend, uncheck “notify the staff member via email when a booking assigned to them is created or changed”. If you do want them notified, leave this checked. 

b. If you do not want any events the staff member has on their Outlook Calendar to affect the Bookings availability, uncheck the 'Events on Office calendar affect availability'. If you do want it to impact the Bookings availability, then leave this checked.

If you want to us the business hours set up when creating the Bookings page, leave the Business hours toggle ON. If you want to set up different hours, toggle the switch OFF and then set up the hours that staff member is available.

c. Click 'Save changes'.

If you need to edit a staff member after they have been added, hover over their name and then click the pencil icon to edit the staff member. Be sure to save any changes made.

The Services button is the most important for this is where you will set the events that individuals sign up for. When you click on the 'Services' button, you will notice that

a service is automatically generated for you. This service only allows for a 1:1 meeting. If you want a 1:1 meeting, you can hover over the service and click on the pencil icon to edit this service. If you need multiple people to sign up for this service, you can add a different service and then hover over this 1:1 service and delete it. 

To add a new service:

1. Click on '+ Add new service'.

2. Adjust the settings for the Service:

a. Click on the 'Basic details' button.

b. Add a title and description of the meeting/event.

c. Enter a location or choose online meeting.

d. Edit the number of attendees.

If you are only editing the basic details, then click 'Save changes' now, if not, then click on the category from the left side you want to also make edits to.

Set the Scheduling policy for time increments the meeting/event can be booked for, the minimum lead time individuals can schedule (the last time you want the Bookings page to allow people to book), and maximum lead time (the earlier you want anyone to be able to sign up for the meeting/event.

a. Click on the 'Availability options' button.

b. If you want general availability for people to sign up for meetings at any time during business hours, set up the general availability. Most meetings/events will require a specific time set up. For this, change the 'General availability' to 'Not bookable'. 

c. Set the date or date range for the meeting/event.

d. Edit the times the event(s) are available to book.

If you are only editing the service, then click 'Save changes' now, if not, then click on the category from the left side you want to also make edits to.

a. Click on the 'Assign Staff' button.

b. Choose either 'Assign any of your selected staff for an appointment' (when one staff will be viewing and managing appointments) or 'Assign all of your selected staff for an appointment' (when multiple staff will be viewing and managing appointments).

c. Toggle the 'Allow customers to choose a particular staff for an appointment' to OFF.

d. Check the box next to the name of the staff member(s) who will be assigned to the service.

If you are only editing the service, then click 'Save changes' now, if not, then click on the category from the left side you want to also make edits to.

a. Click the 'Custom fields' button.

b. Check the circle next to any 'Customer information' fields you want to use and toggle the 'Required' switch to ON if you want them to be required to fill in that information when signing up. If it is not required, leave the toggle switch OFF.

Please Note: Always toggle the email address ON as that is how the appointee will be communicated with regarding the appointment.

c. If you want to create custom fields for any other information that is important to collect, click 'Add a custom field' under the 'Custom fields' section. 

d. From the drop-down menu, select either 'Text question' (the individual signing up for the event will type in their response) or 'Dropdown question' (the individual signing up for the event will select from predetermined responses).

Text Question:

Type your question in where it says "Question" and then click 'Save changes'.

Dropdown Question:

Choose 'Dropdown question' from the drop-down menu and the click 'Add option'. Type in the possible response choice. Continue adding options until you have all the optional choices listed and then click 'Save changes'.

e. After you have added all your Custom field, check the circle next to any you want to include on the Bookings page and toggle the 'Required' switch ON or OFF.

d. If you want to switch the order of the questions or delete a question, click the pencil icon. Then either click the trash can icon to delete it or use the arrows to switch the order. Once completed, click 'Save changes'.

    

Please Note: You can change the order of the Custom fields, but you will not be able to change the order of the Customer information fields.

a. Click the 'Notifications' button.

b. Do not change the Text message notifications' section since Text messaging is an add on feature that is not available with our subscription.

c. Decide whether you want the email confirmation settings turned ON or OFF and check the box next to those you want ON.

Please Note: The assigned staff member(s) will receive confirmation emails when someone signs up for the meeting/event. Only check the box to notify the business if you want the business itself to receive and email. This email would need to be listed in 'Business information' section.

d. Customize any Email reminders that you want to be sent about the registration by clicking 'Add an email reminder'. If you do not want one of the messages to be sent, make sure to delete the default message. Choose the timing to send the reminder and enter the message you want to send. When editing the message. You have to click 'Save Changes' in the message area.

e. Customize the Email follow-up message if you want one sent. Click 'Add a follow-up email. Then select the timing of when to send it and add the follow-up email message and click 'Save Changes' in the message area.

   

f. Click 'Save Changes' at the bottom of the 'Notifications' screen to save all changes.

 

To add additional services, click 'Add new service' and repeat the steps to set up a service.

a. Click on the Business information button to add the basic details of the business putting on the event.

b. Add a business logo.

c.  Adjust the available hours for the meeting or event.

d. Save any changes you make.

We do not use the Integrations tab.

Once you have completed all of these set up steps, your Booking page is ready to share. Click on the Booking page button and click the copy icon to copy the Bookings page link.